Document Controller, Administration Assistant

ABOOBAKER MULLERIA ADHUR

Document Controller/Technical Assistant

Adnoc Gas Processing (Adnoc), Habshan

Abu Dhabi, UAE

Mobile No. 050- 4925591/009***********.

Email: *************@*****.***

OBJECTIVE

To work in a globally competitive environment on challenging assignment with rapid professional growth which will afford me an opportunity to effectively utilize my abilities for a continuous value addition and growth along with the organization, so as to contribute maximum to the concern I work for.

CAREER SUMMARY

15 years of experience in document controller/Technical Assistant/Admin. Assistant in the field of Oil, Gas and Energy.

Proficient in Microsoft Office Application Package, operating On-soft Computer System & Maximo Data Base.

PROFESSIONAL EXPERIENCE

Company: Adnoc Gas Processing (Adnoc) Abu Dhabi, UAE (Oil & Gas Energy)

Department : Area & Central Maintenance (Contracts & Shutdown) - Direct Hire

Position : Office Administrator/Technical Assistant (2009 till Aug. 2019)

KEY ACCOUNTABILITIES

Secretarial activities such as; drafting letters, memorandum, faxes, e-mail messages, from brief notes or oral instructions. Types and proof reads materials including reports, PowerPoint presentation, excel documents.

Handles and tracks the calendar of Manager and Schedules meetings and appointments

Handles and tracks the flow of documents/mail and records of correspondence sent out to various department heads for their comments or action. Ensures the timely distribution and delivery of mail and keeps copies for records and follow-up. Maintains systematic filing of documents.

Receives and relays messages and answers routine queries. Makes appointments for Manager, receives and guides visitors. Arranges for conference room meetings including preparation of visual aids.

Ensures direct delivery of confidential materials/mail. Ensures good housekeeping in the office and arranges for proper storage of office materials and files. Ensures office equipment such as; computer terminal/printer and facsimile are kept and handled properly and request services for the maintenance in case of any defects.

Files correspondence and other records related to the activities of the Division. Maintains and updates files. Establishes and improves own filing system. Makes requisitions, maintains and distributes office stationery and supplies.

Compiles and coordinates the compilation of data, and prepares in the form of reports, analysis, tabulations, etc. Distributes data as instructed.

Maximo Assistance

Navigate between and within Maximo applications

Perform simple and complex queries

Create front-end reports and access reports related to informational concerns

Create location and asset hierarchies supporting asset management

Develop job plans, nested job plans and preventive maintenance routines

Set-up inventory records necessary for work management

Create, plan, record, and complete work

Purchase items necessary to complete work

Creating Purchase Requisitions

Creating RFQs

Creating Purchase Orders

Receiving Materials & Services

Adding Vendors / Companies

M/s. Al Mansoor Enterprises LLC, Abu Dhabi, UAE – Manpower and Consultancy Services

Position : Document Controller/Technical Assistant

Client : Abu Dhabi Gas Industries Ltd (Oil, Gas and Energy)

Project Title : Offshore Associated Gas (OAG) Phase-I

Habshan Complex Expansion Project

Bu Hasa Habshan Gas Pipeline Projects

Project Location : Habshan, Abu Dhabi,

Position : Project Document Controller (2003 till 2008)

Responsible for day-to-day Document Management workload

Support technical project team and other departments

Perform document control duties, which includes: registering all the incoming and outgoing correspondence, transmitting drawings and documents and other related documentations from Project Site

File documents in physical and digital records and ensure appropriate storage

Review and maintain the accurancy of the records, editing where necessary to ensure they are up to date

Provides daily admin roles as well as project division secretarial roles to the project team and department for proceeding efficiently and without difficulties during the operations.

Provide personal and technical assistance and clerical support to the Project Control Team as required. Duty includes: assistance and support to Company Representative, Project Control Manager, and Discipline Engineers.

Responsible for managing emails, queries and distributing to the concerned personnel for their information.

Consolidate all progress report/s from Project Site and submitted to each department head for weekly progress report and project cost and schedule.

Maintain and arrange schedule of all the engineers assigned for weekly meetings. Duty includes set-up and coordinate meetings.

Maintain the Project Master Document Register for tracking all technical and non-technical documents.

Prepare expense report such as (Travel Order, Medical Expenses and other personal business)

Compiling all related invoices for the expense report and travel order for record and back-up. Provide other related documents such as drawing, transmittal and other specification needed during the audit.

Responsible in monitoring stationary inventory, supplies and purchasing of orders

Maintain confidential records and files.

Consolidating comments from various discipline engineers and comments forward to the PMT/PMC group

Time to time follow-up the pending documents and taking appropriate action

All incoming correspondences diverted to discipline engineers.

Making arrangements of Mission to overseas, preparing hotel booking, booking flights

Administrative works for Team members.

Scanning all documents / drawings

Coordinating with Gasco H.O. and PMT/PMC offices

Coordinating for all the above projects related documents

Record Keeping of all P&ID, PFD, Manuals, etc

Arrange centralized filing system for all documents.

Maintain time management during the document reviews as all the documents are replicated as e-transmittals with limited time for comments.

Provide weekly feedback to Team Leader and Management on the pending issues.

To maintain computerized track of all incoming and outgoing correspondences, monitor and follow up with concerned personnel on the progress of activities to provide up-to-date status

.To process all incoming and outgoing mail, includes sorting, send/ receive, e-mail or facsimile messages, proof reading and read incoming documentation to determine priority for Team Leaders review.

To receive and answer telephone calls, take down / relay messages, and answer routine queries.

Preparing comments, Minutes of Meeting, letters, faxes, memos, reports to PMC

Prepare leave schedule and arranging hotel booking.

Documents and Drawings to be distributed as and when required to concerned person

M/s. Al Mansoor Enterprises LLC, Abu Dhabi, UAE – Manpower and Consultancy Services

Position : Accounts Assistant/Administration Assistant (1998 till 2002)

Dept: Accounts/Administration

Client : Abu Dhabi Gas Industries Ltd (Oil, Gas and Energy)

Location : Habshan, Abu Dhabi,

Team Administration:

Maintains computerized track of all incoming and outgoing correspondences, monitor and follow up with concerned employees on the progress of activities to provide up-to-date status.

Coordinates for the arrangement of Superintendent’s travel abroad related matters, (mission) and to coordinate with Shareholder Companies and their representative offices in Abu Dhabi and abroad on related issues.

Takes dictation, draft correspondences from brief notes or verbal instructions, type in English proof read all documents and dispatch to the concerned.

Process incoming and outgoing mail, includes sorting, date stamping and attaching references, send/ receive telex, e-mail or facsimile messages, read incoming documentation to determine priority for Superintendent’s review.

Receiving/answer telephone calls, take down / relay messages, and answer routine queries.

Ensures arrangement of conference room and refreshments for meetings and workshops

.Maintaining confidential and general files, and keep required office stationery and supplies.

Maintaining effective control on the flow of documents, taking into account the organizational changes and bulk of documents/ correspondences handled and the procedures followed by different departments.

Provides information or answer queries of employees and outside parties, considering the nature of issues and maintaining confidentiality.

Account Assistant:

Processing of Contractors’ invoices. Includes coding and posting into the system and dispatch to concerned Dept. to verification, after return by Depts. verification, updating invoice data through the System, after necessary approval from Division Manager forwarding invoice documents to Finance Division.

Provides necessary information to Contractors related to the Time Sheets. Reviews and verified the time sheets for all contractor’s employees.

Receives payments for rent, water, electricity, telephone and other services. Prepares all accounting documentation related to receipt, makes bank deposit into ADNOC’s bank accounts.

Analyses contract services costs, overtime expenditure and other expenses on different accounting codes.

Checks, verifies, allocate appropriate codes to all Inter Store Transfer Vouchers, Goods, Received Notes, Delivery Notes, Return Notes, Issue Requests

M/s. Int’l Mech. & Elect. Co. LLC (IMECO) Abu Dhabi, UAE – Manpower and Consultancy Services

Position : Technical Clerk/Secretary (1997 till 2001)

Dept: Operations - Ammonia

Client : Ruwais Fertilizer Industries Ltd. (Fertil), Ruwais, Abu Dhabi

Clerical activities with Processing Supdt. It includes, Word Processing filing, Data Entry Operation etc. Due to annual leave coverage with other clerical staffs, I worked in various Department of Fertil like Plant Manager’s office, Maintenance Department, Technical Services Department.

Clerical support to Shipping Supdt./Shipping Officer. In this period I gained good knowledge for Shipping Document preparation like, Bill of Lading, Time Sheet preparation etc.

Secretarial activities with Ammonia Operations Supdt./Ammonia Operations Engr. My duty includes: Word Processing, Self Correspondence, Employees Overtime preparation, Budget preparation, data entry in SOTAS for Monthly Report, In/Out mail registration, and normal clerical duties.

Academic Backgrounds

Bachelor of Arts (April 1984)

University of Calicut, Kerala, India

Skills

Microsoft Office Package

Browsing and Email Management

High Speed English Typing (50w/m)

Administrative Assistant/Accounting/ Document Controller/ Secretarial

Data Entry

Administration Skills

Document Control

Maximo Assistant

Technical Assistant

Proficient Typing and editing skills

Excellent communication skills

Ability to adapt different environment.

Valid UAE Driving Licence

Training:

Technical Report Writing 01-Feb-2015 to 03-Feb-2015 Focus Management Consultancy LLC

Business Writing Skills 24-Sep-2013 to 26-Sep-2013 Focus Management Consultancy LLC

Language Proficiency

English

Hindi

Malayalam

Kannada

Personal Details

Nationality : Indian

Gender : Male

Date of Birth : 03 June, 1962

Marital status : Married

Religion : Islam

Visa Status : Employment (Transferable)

References:

Mr. Anwar Al Taee

Team Leader – Area Maintenance

Mobile: 009***********

ADNOC Gas Processing (Habshan)

Mr. Heiba Abdulla

Maximo Team Coordinator

Mobile: 009***********

ADNOC Gas Processing (Habshan)

Mr. Nassir A. Kutty

Technical Assistant

Mobile No. 050-*******

ADNOC Gas Processing (Habshan)

Contact this candidate